Automation Flows allow you to automate common tasks within Eploy based on specific triggers.
Automation Flows are based on our existing Form Flow technology, so there's nothing new to learn when it comes to configuring them - if you already know how to build an Application Flow, Onboarding Flow, Structured Review Flow or Compliance Flow, you'll already have the tools you need to begin creating Automation Flows.
đ Note Automation Flows are being introduced in phases, with the first phase included as part of Eploy v53. Additional flow functionality will be added with future releases. If you are on v53 of Eploy but do not have the ability to configure an Automation Flow, please contact our Technical Support Team.
Types of Automation Flow
Automation Flows are linked to the five main record types available within Eploy - Applications, Candidates, Organisations (Companies), Contacts and Vacancies.
Currently, Automation Flows allow you to add/remove a record from a group or update the Status of that record, either on a pre-defined schedule or following a specific change in status.
Application Automation Flows
An Application Automation Flow allows you to update the status of an Application when that Application reaches a specific Recruitment Workflow Stage and Status.
Additionally, the Candidate can be added or removed from a Group when the selected Workflow Stage and Status has been reached.
For example:
Moving an Application to another workflow stage and status once a trigger status is reached - similar to an Automated Stage Transition within a Recruitment Workflow, but with the benefit of not being restricted to that single workflow.
Rejecting any active applications once all available positions have been filled.
Adding a Candidate to a set of Talent Pool or Mailing List groups once key conditions are met and once the Application reaches a specific stage and status
Updating the status of Incomplete applications to a suitable rejected status after a set amount of time
Candidate Automation Flows
Automation flows for Candidates are centred specifically around adding and removing them from Groups once key conditions are met.
Examples include:
Adding newly registered Candidates to a group when their Status is set to Actively Looking - allowing you to easily spot new Candidates that you can contact. This can be especially useful if you're actively looking for Candidates with specific qualifications or live in specific locations
Removing Candidates from a group when their status is updated following a review e.g. having spoken to the Candidate, update their Status to Reviewed to remove them from a To Review group
Adding Candidates to a Mailing List group if they have opted in to receiving marketing communications, or removing them from the group if they have later opted out
By combining a Status change with a set of key criteria, you can ensure Candidates are added only to those groups relevant to them.
Organisation, Contact and Vacancy Automation Flows
These Automation Flows behave in a similar way to Candidate flows in that they allow you to add or remove the record from a Group either following a status change or on a schedule.
Examples include:
If the status of an organisation is changed to Inactive (e.g. following a structural change within your company), affected organisations can be added to a group allowing you to review associated Contacts and Vacancies, ensuring all data is updated accordingly.
If a Contact is marked as a leaver, they can be added to a group highlighting the need to review any Vacancies they have active, allowing you to ensure they are reassigned appropriately.
When a Vacancy is no longer Active e.g. all positions have been filled, the Vacancy can be added to a Group highlighting the need to review any remaining Active Applications, allowing you to to either reject the Applications or move them to another suitable Vacancy.
Configure an Automation Flow
đ Note To create or amend an Automation Flow, you'll need to ensure that your User Role includes the Configure Automation Flow permission within your associated Permission Group.
Start by navigating to Admin > Rules & Automation > Automation Flows.
To edit or duplicate an existing flow, click its name.
đ¤ Tip when viewing an active Automation Flow, you can see when the automation will run again and how many records are included within the automation filters.
To create a new Automation Flow, from the Toolbar, click New followed by the Record Type to associate your flow with, then:
Give your flow a Title
Provide a description - this is optional, but recommended, especially if you have multiple automation flows for the same Record type
Toggle the Active option to activate the automation flow - it's recommended to mark the flow as active only once you have fully configured it
Optionally, select Editors
Click Save once done.
Now, open the Design tab.
Each flow will open with a green Start block - here you can indicate whether the trigger should be a status change or a schedule:
To use a Status, select After Status Update then click the + to select the status. For Application Automation Flows, only statuses used within a Recruitment Workflow can be selected.
To trigger the flow on a schedule, select On a Schedule. Click Setup Schedule then:
Select the Start Date and Time Zone for the schedule
Select a frequency option:
for Weekly:
Indicate the weekly frequency e.g. 1 for weekly, 2 for bi-weekly/fortnightly, 4 for Monthly, etc.
Indicate which dates of the week the schedule should run
Select an Interval
Select a Start and End Time
for Monthly:
Enter the monthly frequency e.g. 1 for monthly, 2 for bi-monthly, etc.
Select an Interval
Select a day, if required
Optionally, provide an end date for the schedule
Finally, indicate whether the schedule should run only once for each record
Click Add once done
To add a Condition, click Add Condition then build your condition using the Advanced Filter displayed
To add or remove a record from a group, click the 3-dots and select either Add to Group or Remove from Group, then use the + to select the group to use. You cannot create a new group from here.
For Application Automation Flows, to add a status change to your automation flow, click Add Status and select the status from the list.
Finally, arrange the blocks on the canvas and link each together by dragging a connector from one block to the next.
Once you've constructed your flow, click Save.
If you haven't already done so, don't forget to activate your flow by returning to the Settings tab and using the Active tickbox.
Monitoring Automation Activity
Having created and activated your Automation Flows, you can review the activity associated with the flow at any time by accessing the Automation Flow and selecting the Usage tab.
The grid displays a full list of all impacted records.
Clicking the Status indicator against any record will tell you whether the automation is still in progress, has been completed or failed along with a fully audit-tracked list of all changes made by the automation.